Cancel a meeting

A meeting organizer — the person who sends a meeting request — is the only person who can send a meeting update or cancellation. This includes one or all meetings in a recurring series.

What do you want to do?


Cancel a one-time meeting

  1. In Calendar, click the meeting, but don’t open it.
  2. On the Meeting tab, in the Actions group, click Cancel Meeting.

Cancel Meeting command on the ribbon

  1. Type anything you want to include in the body of the message.
  2. Click Send Cancellation.

The meeting including any meeting agenda, notes, and attachments is deleted from Outlook.

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Cancel one or all meetings in a recurring series

Cancel one meeting in a series

  1. In Calendar, click the meeting you want to cancel, but don’t open it.
  2. On the Meeting Series tab, in the Actions group, click Cancel Meeting, and then click Cancel Occurrence.

Cancel Occurrence command on the ribbon

A meeting request update window opens.

  1. Type anything you want to include in the body of the message.
  2. Click Send Cancellation.

The specified meeting including any meeting agenda, notes, and attachments is deleted from Outlook.

Cancel all meetings in a series before any meeting occurs

It is recommended that you only cancel an entire meeting series before any meetings have occurred. Cancelling a meeting series removes all meetings — past and future. This includes any meeting agenda, notes, and attachments that you or the attendees have saved with the meeting item on the calendar.

  1. In Calendar, click any meeting in the series, but don’t open it.
  2. On the Meeting Series tab, in the Actions group, click Cancel Meeting, and then click Cancel Series.

Cancel Series command on the ribbon

A meeting request update window opens.

  1. Type anything you want to include in the body of the message.
  2. Click Send Cancellation.

All meetings in the series including any meeting agenda, notes, and attachments are deleted from Outlook.

Cancel all future meetings in a series

Updating the meeting series end date is the recommended way to cancel remaining meetings in a series. This process preserves instances of the meeting that have already occurred.

  1. In Calendar, click any meeting in the series, but don’t open it.
  2. On the Meeting Series tab, in the Options group, click Recurrence.

Recurrence command on the ribbon

  1. Under Range of recurrence, click End by, and then enter a date after the last meeting in the series you want to keep.
  2. Type anything you want to include in the body of the message.
  3. Click Send Update.

Any meeting agenda, notes, and attachments that you or the attendees have saved for previous meetings in the series are retained.

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Applies to:
Outlook 2010